NHDOT Transit Grants Workshop: FTA Section 5310 Programs: Seniors & Individuals with Disabilities. January 12, 2015

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1 NHDOT Transit Grants Workshop: FTA Section 5310 Programs: Seniors & Individuals with Disabilities January 12,

2 Introductions Bureau of Rail & Transit Staff Shelley Winters Bureau Administrator Fred Butler Public Transportation Administrator Karen Jennison Transit Grants Coordinator Mike Pouliot Transportation Specialist Carol Spottiswood Transportation Coordinator 2

3 Agenda Overview of Federal Transit Administration (FTA) Grant Programs 5310 RCC Formula 5310 Purchase of Service 5310 Capital NHDOT Grant Application Process Compliance Q&A 3

4 FTA Section 5310 Purpose Provides formula funding to states and designated recipients (recipients) to improve mobility for seniors and individuals with disabilities 4

5 Section 5310 Eligible Sub-Recipients Private non-profits Approved government authorities that: (1) are approved by a state to coordinate services for seniors and individuals with disabilities; or (2) certify that there are no nonprofit organizations readily available in the area to provide the service. For Other projects, can include operators of public transportation that receive a 5310 grant indirectly through a recipient. 5

6 Eligible Sub-Recipients: Taxis Considered private operators of public transportation Nature of service must be shared-ride Two or more passengers in same vehicle who are otherwise not traveling together Exclusive ride companies may receive funding to purchase accessible taxi under contract See Circular C9070.1G for details 6

7 Section 5310 Eligible Projects Traditional Projects (pre MAP-21): To provide safe, efficient and coordinated transportation services for seniors and individuals with disabilities for whom public transportation is otherwise unavailable, insufficient, or inappropriate. 7

8 5310 Eligible Projects (cont d) Other Projects (since MAP-21) Public transportation projects that exceed the requirements of the Americans with Disabilities Act (formerly 5317 New Freedom) Public transportation projects that improve access to fixed-route service and decrease reliance on complementary paratransit; and Alternatives to public transportation projects that assist seniors and individuals with disabilities with transportation. 8

9 Project Requirements It is not sufficient that seniors and individuals with disabilities are merely included (or assumed to be included) among the people who will benefit from the projects. Projects must be included in area s coordinated public transit-human service transportation plan 9

10 Eligible Capital Project Examples Accessible buses or vans, radios & communication equipment, hardware & software, transit-related ITS and purchase of service by regional transportation coordinators. Accessible buses for senior centers, mental health centers and public transit providers. Purchase-of-Service Mobility Management 10

11 Mobility Management Short-range planning and mgmt activities Intended to build coordination among existing public transportation providers and other transportation service providers to expand availability of service Does not include operating public transportation services Circular C9070.1G has list of MM activities 11

12 5310 FTA Apportionment Breakdown State Admin, $110,866 Rural - Capital, $324,000 Purchase of Service, $800,000 Rural - Other, $145,800 Small Urban - Capital, $246,179 Boston UZA, $76,000 Small Urban - Other, $201,419 Note: Above figures represent approximate FFY15/SFY16 amounts; POS Funds are flexed from FHWA 12

13 Available Funding: Formula Available Available TOTAL 5310 RCC FORMULA FUNDS SFY 2016 SFY 2017 SFY 16&17 Region 1 Grafton-Coos $ 72,382 $ 72,382 $ 144,763 Region 2 Carroll County $ 28,739 $ 28,739 $ 57,477 Region 3 Mid-State $ 110,094 $ 110,094 $ 220,187 Region 4 Sullivan County $ 28,072 $ 28,072 $ 56,143 Region 5 $ 52,395 $ 52,395 $ 104,789 Region 6 Southwest/Monadnock Region Region 7 Nashua Region $ 9,996 $ 9,996 $ 19,992 Region 8 Southern NH (Manchester) Region $ 91,625 $ 91,625 $ 183,250 Region 9 Salem-Derry Region $ 30,112 $ 30,112 $ 60,225 Region 10 ACT (Seacoast) Region $ 132,913 $ 132,913 $ 265,825 Total $ 556,326 $ 556,326 $ 1,112,653 Note: Only SFY2016 projects are being solicited at this time 13

14 Available Funding: POS SFY 2016 SFY 2017 TOTAL SFY16/17 (7/1/15-6/30/16) (7/1/16-6/30/17) (7/1/15-6/30/17) Region 1 $ 97,744 $ 97,744 $ 195,488 Region 2 $ 50,897 $ 50,897 $ 101,794 Region 3 $ 138,184 $ 138,184 $ 276,368 Region 4 $ 50,126 $ 50,126 $ 100,251 Region 5/6 $ 96,291 $ 96,291 $ 192,582 Region 7 $ 119,676 $ 119,676 $ 239,351 Region 8 $ 120,260 $ 120,260 $ 240,520 Region 9 $ 81,376 $ 81,376 $ 162,752 Region 10 $ 162,728 $ 162,728 $ 325,456 Total $ 917,282 $ 917,282 $ 1,834,563 14

15 Available Funding: Capital Approximately $550,000 Solicitation planned for May 2015 Providers apply directly to NHDOT; NHDOT purchases vehicles and enters into vehicle use agreement 15

16 Match Required Grant type FTA funds Local funds Capital 80% 20% Operating 50% 50% Exceptions: ADA-accessible/CAA vehicles are 85% ADA-required equip/caa equip & facilities 90% 16

17 5310 Purchase of Service Highlights Statewide Annual Budget: $800K FHWA transfer + carryover funds Funds distributed from NHDOT to RCCs through census-based formula distribution $20K base per region + census based allocation = RCC allocation POS funds are awarded in two-year increments RCCs lay claim to funds for a two-year window All unrequested or unexpended funds after the two-year period are then placed back into the statewide pot as available carryover funds RCCs solicit, review, rank & select projects RCC, through 1 Lead Agency, submits a Regional 5310 POS application to NHDOT NHDOT reviews Regional application for 5310 program eligibility NHDOT contracts with 1 Lead Agency for entirety of Region s POS funds Lead Agency will subcontract with providers Lead Agency can not purchase service from itself Lead Agency may use up to 5% of their regional allocation for mobility mgt (administration) Matching funds Cash (is always king & allows federal funds to go further) In-kind Volunteer driver time valued at $15/hour, must be tracked in accordance with Federal rules Region can pool their in-kind match, if they choose to NHDOT Director Herlihy s time can be requested as match only on Region s Mobility Mgt/Admin funds Eligible activities: purchase trips (per ride, hourly, etc)

18 5310 RCC-distributed Formula Fund Highlights Statewide Annual Budget: $556K FTA Section 5310 formula funds (rural, small urban, Boston UZA) Funds distributed from NHDOT to RCCs through census-based formula distribution RCC formula funds are published for a two-year period, but solicited one year at a time RCCs lay claim to funds for a two-year window All unrequested or unexpended funds after the two-year period are then placed back into the statewide pot as available carryover funds RCCs solicit, review, rank & select projects RCC, through 1 Lead Agency, submits a Regional Formula-funded application to NHDOT NHDOT reviews Regional application for 5310 program eligibility NHDOT contracts with 1 Lead Agency for entirety of Region s Formula funds Lead Agency will subcontract with providers Lead Agency can not purchase service from itself, but may have Operating project or mobility management projects Matching funds Cash (is always king & allows federal funds to go further) In-kind Volunteer driver time valued at $15/hour, must be tracked in accordance with Federal rules RCC meeting participation, if germane to the project, at $35/hour (for meeting time only) Region can pool their in-kind match, if they choose to (see FAQ for details) Eligible activities: Any & everything eligible under 5310 circular, including: Mobility Mgt (recommended) Operating expenses Capital (vehicles) Purchase trips (per ride, hourly, etc)

19 5310 Statewide Capital (Vehicle) Fund Highlights Statewide Annual Budget: $550K FTA Section 5310 formula funds (combination of rural, small urban, Boston UZA) NHDOT will conduct a statewide solicitation (Timeframe: TBD) Individual agencies apply directly for vehicles & capital projects Agencies need letter of support from the Region or Regions in which the asset will be primarily used NHDOT contracts directly with Applicant (individual agency) for the selected capital projects (vehicles) Vehicle recipients will enter into a Vehicle Use Agreement covering the vehicle (for the life of the vehicle) NHDOT will purchase the vehicles through State Purchase & Property (out to bid) NHDOT will invoice vehicle recipient for their match once vehicle is ordered Match requirements ADA-Accessible vehicles 85% Federal & 15% non-federal match State Capital Budget funds may be available for up to ½ of the required local match subject to budget process Example funding for ADA-vehicle: 85% Federal, 7.5% State match, 7.5% Local (agency) match Other capital equipment: 80% Federal & 20% non-federal match State Capital Budget funds may be available for up to ½ of the required local match subject to budget Eligible projects: Accessible vehicles Donation boxes (fare boxes) Computers, hardware & software Miscellaneous capital equipment

20 Capital Project Evaluation - Confirmed that proposed service/projects is eligible for 5310 funding - cite Circular G reference if new project. Weight - Seniors and persons with disabilities have full access to the applicant's services. Y/N 1 2 The proposed service effectively addresses a demonstrated community need, and/or the proposed service is a continuation or expansion of existing services. The applicant has the fiscal and technical capacity and adequate budget to operate its service. 3 The applicant has successful experience in providing transportation services. 15% The application shows coordination with other transportation providers in the service area: public, nonprofit, and for-profit. The applicant demonstrates involvement in and support for the project, financial and otherwise, on the part of citizens and local government. The applicant demonstrates effort to involve the private sector in the delivery of transportation services. Y/N 15% 15% 10% 10% 10% 7 8 The applicant successfully demonstrates service efficiency and effectiveness, measured in ridership, service miles and hours, costs, and fare recovery. New applicants must demonstrate the ability to measure performance and achieve goals. The applicant complies with relevant Federal and state regulations, and has a history of compliance with regulations and reporting requirements. 15% 10% 100% 20

21 Basic Formula/POS Procedures NHDOT s Transit Grants are a Reimbursement Program Reimbursement procedures: Submit monthly invoice on agency letterhead referencing the Grant, State project number and the time period covered Submit electronically Invoice needs to be signed by an agency official Break out allowable Administration, Capital and Operating expenses following the Federal Chart of Accounts Document the specific sources of local revenue 21

22 Basic Procedures (cont d) Reimbursement procedures (cont d): Retain adequate reimbursement documentation - payroll detail register, monthly invoices, receipts or invoices. (i.e., monthly telephone bill, invoice for office supplies, receipt for fuel, etc) After invoice is processed, approximately three-week time frame before payment is received. NHDOT will likely update its reimbursement forms to increase efficiencies. 22

23 Grant Application Milestones APPLICATIONS RELEASED 1/7/2015 APPLICATIONS DUE 2/17/2015 APPLICATION DECISIONS 3/5/2015 CONTRACT TO AGENCY 3/26/2015 CONTRACT RETURNED TO DOT 4/9/2015 GOVERNOR & COUNCIL MEETING 6/10/2015 FUNDS AVAILABLE 7/1/2015 All estimates; actual dates may vary 23

24 Grant Application Process: Operating FTA SECTION 5310 RCC-ALLOCATED FORMULA GRANT APPLICATION SFY (JULY 1, 2015 JUNE 30, 2017) Region (RCC): Federal Funds Requested: Federal Funds Awarded: (completed by NHDOT) 1. AGENCY INFORMATION a. Legal Name of Applicant Agency b. Address Call/ if you have any questions! 24

25 Attachment A Operating Budget AGENCY: NHDOT -- Attachment A -- Operating Assistance Budget SFY (July 1, June 30, 2017) FTA PROGRAM/PROJECT DETAILS: A. ADMINISTRATION Total Funds Obj. Code Description Actual Budgeted Projected Projected REMARKS SFY 2014 SFY 2015 SFY 2016 SFY Labor Other Salaries & Wages Administrative Salaries & Wages Other Salaries & Wages 502 Fringe Benefits FICA Pension Plans Hospital, Medical, and Surgical Plans 25

26 Grant Application Process: Capital Agency: Date: NHDOT SFY FTA Capital Grants Application Total Fed Request: STEP 1: SUMMARY OF PROJECTS (prioritized list) $ - Note: Each vehicle must be listed on a separate line unless they're to be used for the identical purpose, e.g., two vehicles are used on the same route. Other less expensive equipment, such as bus shelters or computer equipment, may be in larger quantities if used on same project/route as well. Prioritize Replaceme Item Description d nt Quantity Total Cost Fed Request Local Match Source of Match* Requests ex. 1 (Seating capacity, model, etc) Small Cutaway Bus 16X2 Gasoline or Expansion 80% 20% Replaceme $ 2 $65,000 nt 52,000 $ - $ - (assume no state $ available) $ 13,000 Agency & town funds 26

27 Compliance Items Reporting DOT Quarterly Vehicle Monitoring Ridership, vehicle hours, vehicle miles, operating costs Annual DOT inventory report FTA Master Agreement & Contract Clauses Third Party Procurement Civil Rights Title VI EEO ADA Disadvantaged Business Enterprise (DBE) Program Drug & Alcohol Program Equipment Management & Disposition DOT site visits and/or vehicle inspections FTA Certification & Assurances School Bus Rule 27

28 Asset Management Repeat finding in last State Management Review Agencies MUST adhere to own Maintenance Plans Plans must adhere to OEM guidelines 10% leeway given Non-compliance opens NHDOT and ALL agencies to comprehensive review by FTA 28

29 Q&A 29

30 Want more Info? Contact: Bureau of Rail & Transit Federal Transit Administration (FTA) Circulars Please complete the Workshop Feedback Form 30

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